Emergency Management Program University of Alaska
Letter of Promulgation The University of Alaska Fairbanks Emergency Operations Plan (EOP) is designed to provide the University with a management tool to facilitate a timely, effective, efficient, and coordinated emergency response. It based on integrating University of Alaska Fairbanks emergency response resources with those of other local government emergency response agencies. The EOP uses the National Incident Management System Incident Command System (NIMS ICS) for managing response to emergencies and disaster events. The plan recognizes that the University of Alaska Fairbanks, with support from local governments (e.g., the City of Fairbanks and Fairbanks North Star Borough) has primary responsibility for emergency response and operations for emergencies that occur on the University of Alaska Fairbanks campus. Operations are designed to protect lives, stabilize the incident, minimize property damage, protect the environment, and provide for the continuation and restoration of critical services. The EOP consists of a Basic Plan, emergency support functional annexes, hazard specific annexes, appendixes, and a resource guide. The Basic Plan and subsequent functional annexes are based on an all-hazard approach and acknowledge that most responsibilities and functions performed during a major emergency are not hazard specific. The EOP is a dynamic plan and will be reviewed, updated, and exercised annually. The EOP is part of a larger integrated Emergency Management Program at UAF that focuses on mitigation, continuity of operations, recovery, preparedness and response activities. This Letter of Promulgation recognizes that the Emergency Operations Plan is a working document and is subject to updates and revisions based on organizational changes. This plan will be actionable regardless of the status of the Emergency Operations Plan. Brian Rogers, Chancellor University of Alaska Fairbanks Date
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Table of Contents BASIC PLAN OVERVIEW: 1 EXECUTIVE SUMMARY 1 UAF EMERGENCY MANAGEMENT OVERSIGHT STRUCTURE 3 SPECIAL THANKS & ACKNOWLEDGEMENTS 4 DISTRIBUTION LIST 5 PART I. BASIC PLAN 6 PART I SECTION 1: OVERVIEW 6 PURPOSE & SCOPE 6 AUTHORITIES 7 SITUATIONS & ASSUMPTIONS 8 EMERGENCY RESPONSE PRIORITIES 9 NATIONAL INCIDENT MANAGEMENT SYSTEMS (NIMS) & THE INCIDENT COMMAND SYSTEM (ICS) 10 PART I SECTION 2: CONCEPT OF OPERATIONS 11 EMERGENCY OPERATIONS PLAN (EOP) ACTIVATION & LEVELS OF EMERGENCY 11 FIGURE 2.1: LEVELS OF EMERGENCY 13 FIGURE 2.2: EMERGENCY RESPONSE DIAGRAM 14 FIGURE 2.3: UAF INCLEMENT WEATHER MONITORING 15 EMERGENCY MANAGEMENT STRUCTURE 16 FIGURE 2.4: UAF INCIDENT COMMAND SYSTEM (ICS) 17 EMERGENCY COORDINATION CENTER (ECC) 23 UNIFIED COMMAND 24 INCIDENT ACTION PLAN 25 INCIDENT DOCUMENTATION, MEDIA RELATIONS & DEACTIVATION 26 CAMPUS RECOVERY 27 CAMPUS COMMUNITY: ROLES & RESPONSIBILITIES 28
PART 1 SECTION 3: TRAINING 30 PART I SECTION 4: PLAN DEVELOPMENT AND MAINTENANCE 31 REVIEW OF THE PLAN 32 PART II. APPENDICES APPENDIX A: UAF EMERGECNY COORDINATION CENTER APPENDIX B: UAF INCIDENT COMMAND SYSTEM STRUCTURE ROLES & RESPONSIBILITES FIGURE B.1: UAF INCIDENT COMMAND SYSTEM (ICS) UNIVERSITY OF ALASKA FAIRBANKS POLICY GROUP UAF INCIDENT MANAGEMENT TEAM (IMT) INCIDENT COMMANDER COMMAND STAFF PUBLIC INFORMATION, LIAISON, & SAFETY OFFICER ECC COORDINATION & SUPPORT STAFF GENERAL STAFF OPERATIONS SECTION PLANNING SECTION LOGISTICS SECTION FINANCE & ADMINSTRATION SECTION A1 B1 B1 B2 B3 B5 B6 B8 B9 B10 B11 B12 B16 B19 B23 APPENDIX C: UAF INCIDENT COMMAND CHECKLISTS APPENDIX D: UAF IMT CONTACT INFORMATION APPENDIX E: ACRONYMS AND GLOSSARY APPENDIX F: UAF NIMS/ICS TRAINING MATRIX APPENDIX G: UAF C-CERT ORGANIZATION C1 D1 E1 F1 G1
PART III. ANNEXES ANNEX A: PANDEMIC INFULENZA ANNEX B: EXTREME/SEVERE WINTER WEATHER ANNEX C: POWER PLANT FAILURE ANNEX D: EARTHQUAKE DAMAGE/BUILDING(S) COLLAPSE ANNEX E: ACTIVE SHOOTER/VIOLENT INTRUDER EVENT ANNEX F: TERRORIST EVENT
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Executive Summary This Emergency Operations Plan (EOP) is designed to provide the University of Alaska Fairbanks with a management tool to facilitate a timely, effective, efficient, and coordinated emergency response. It is based on integrating University of Alaska Fairbanks emergency response resources with those of other local government emergency response agencies. The University through mutual agreements may call on the City of Fairbanks and Fairbanks North Star Borough to provide support resources and guidance. The EOP uses the National Incident Management Systems (NIMS) and Incident Command System (ICS) for managing response to emergencies and disaster events and is intended to be fully NIMS compliant. The Incident Command System (ICS) is designed to be used for all types of emergencies and is applicable to small day-to-day emergency situations as well as large and complex disaster incidents. ICS can also be used to manage large planned events such as commencements. ICS provides a system for managing emergency operations involving single agency within a single jurisdiction; multiple agencies within a single jurisdiction; and multiple agencies from multiple jurisdictions. This plan was developed with the understanding that all University departments responding to an emergency will utilize ICS for overall coordination of the response effort. Response efforts for all Level II and Level III emergencies 1 will be coordinated from a single location, normally the University of Alaska Fairbanks Emergency Coordination Center (ECC.) Level I emergencies may be coordinated from an on-scene command post. The designated event Incident Commander (IC) may determine it necessary to use an alternative location of the ECC. The organizational structure of the ICS may not resemble the day-to-day organization of the University. Employees may report to other employees to whom they do not usually have a reporting relationship. Furthermore, as the severity of the incident increases, employee assignments may change in the ICS organizational structure. This means that an employee s position in the ICS structure may change during the course of a single incident. The EOP consists of a basic plan (this document), hazard specific annexes, appendixes, and a resource guide. The resource guide contains information used to contact personnel and resource during a major emergency. The resource guide contains information of a confidential nature as it is not included with the manuals where it is not necessary. The Office of Emergency Management (Plan Administrator) under the authority of the Office of the Vice Chancellor of Administrative Services is responsible for making that determination. The Basic Plan and subsequent functional annexes are based on an all-hazard approach and acknowledge that most responsibilities and function performed during a major emergency are not hazard specific. 1 Level II and Level III emergencies are situations that require additional resources and coordination beyond Standard Operating Procedures.
The EOP is part of a larger integrated Emergency Management Program at UAF that focuses on mitigation, recovery, preparedness, and response activities. The UAF Emergency Management Program is responsible for the overall development and maintenance of the EOP. The plan is based on the fact that the University of Alaska Fairbanks has primary responsibility for emergency response and operations for emergencies that occur on the University of Alaska Fairbanks campus. Operations are designed to protect lives, stabilize the incident, minimize property damage, protect the environment, and provide for the continuation and restoration of critical services. The plan provides a framework for emergency preparation, response and recovery efforts. Leadership, preparation, good judgment and common sense by personnel directing these efforts will determine the effectiveness of the overall emergency program. Given the nature of some emergency events, Unified Command or the Incident Commander may alter the plan for more effective response or to accomplish strategic priorities. The guidelines and procedures included in this plan used the best information and planning assumptions available at the time of preparation. There is no guarantee in outcome or performance implied by this plan. In an emergency, resources may be overwhelmed and essential services may be delayed, inadequate or in extreme case not available at all. Deviation from these guidelines may be necessary given the facts of any particular situation.
UAF Emergency Management Oversight Structure UAF Policy Group Members Chancellor Executive Officer Vice Chancellor for Academic Affairs and Provost Vice Chancellor for Administrative Services Vice Chancellor for University Advancement Vice Chancellor for Research Vice Chancellor for Rural, Community, and Native Education Vice Chancellor for Student and Enrollment Services Associate Vice Chancellor for Facilities and Safety Chief Information Technology Officer UAF Safety and Compliance Coordination Committee (SCCC) Administrative Services Student and Enrollments Services Academic Affairs Rural, Community and Native Education University Police University Fire Health and Counseling Environmental Health and Safety / Risk Management Emergency Management Coordinator Office of Information Technology Tanana Valley Campus Human Resources Research Facilities and Safety Residence Life Auxiliary Services Media Relations University Advancement Center for Distance Education Cooperative Extension Service UAF Emergency Management Program UA Director of Emergency Management UAF Emergency Management Coordinator UAF Chief of Police UAF Fire Chief
Special Thanks & Acknowledgements This plan builds upon the hard work and foundation of the previous UAF Crisis Plan and Draft UAF Emergency Operations Plan. This plan also incorporates information gathered from the Emergency Operations Plans of several Universities. The Office of Emergency Management would like to thank the Safety and Compliance Coordination Committee (SCCC) members for all of their work in the development of this plan: 2009 SCCC Members Pat Pitney, Vice Chancellor for Administrative Services (Committee Chair) William Krause, Environmental Health and Safety (Vice Chair) (retired) Don Foley, Vice Chancellor for Student Life BJ Aldrich, Health and Counseling Sean McGee, University Police Edie Curry, University Fire (retired) Kathleen Schedler, Facilities and Safety (retired) Randy Pommenville, Emergency Management Kevin Huddy, Residence Life Robert Holden, Auxiliary Services Rick Caufield, Tanana Valley Campus Carla Browning, Media Relations Scott McCrea, University Advancement Karl Kowalski, Office of Information Technology Susan Heinrichs, Academic Affairs John Duhamel, Facilities Project Manager Kris Racina, Human Resources Other contributors: Rick Forkel, UA Emergency Management Director Sean McGee, UAF Chief of Police Doug Schrage, UAF Fire Chief Frances Isgrigg, Director, Environmental Health, Safety, and Risk Management Scott Bell, Associate Vice Chancellor for Facilities and Safety
Plan Distribution List The Emergency Operations Basic Plan is distributed to all departments and auxiliaries involved in the plan. Department # of Plans
Part I. BASIC PLAN SECTION 1 Overview The University of Alaska Fairbanks (UAF) is vulnerable to a number of natural and humancaused hazards that can affect University property and faculty, staff, students, and visitors that are present on campus. To effectively respond to these natural and human-caused hazards, the UAF has adopted this Emergency Operations Plan (EOP) to guide response efforts. The priorities for this plan are to (1) protect lives, (2) stabilize the incident, (3) minimize environmental and property damage, and (4) continue critical services to customers. This plan also strives to meet National Incident Management System (NIMS) and Incident Command System (ICS) requirements as established by the Federal Emergency Management Agency (FEMA.) The use of NIMS and ICS enables this response plan to coordinate effectively with other jurisdictions involved in a response, such as local or state police departments, local fire or EMS departments, as well as the City of Fairbanks, Fairbanks North Star Borough, or other State Agencies. Purpose The purpose of University of Alaska Fairbanks Emergency Operations Plan is to outline the management structure, responsibilities, procedures, and guiding policies to assist the University of Alaska Fairbanks when responding to an emergency event. The EOP directs response efforts when Standard Operating Procedures (SOPs) developed by University departments and units are insufficient to handle an emergency. Department specific plans and SOPs are meant to complement and coordinate overall efforts while providing more depth and specific detail regarding department-level response. Scope The UAF EOP is a campus-level plan covering property owned by the UAF and the faculty, staff, students, and visitors associated with the UAF campus. This EOP is designed to address a comprehensive range of natural and manmade hazards that could affect the University of Alaska Fairbanks campus. The plan includes procedures for responding to a range of levels of emergency regardless of the size, type or complexity. This plan only covers the University of Alaska Fairbanks main Fairbanks campus. Other campuses or properties owned or leased by the UAF will have separate response plans to be developed in the future. The UAF will provide guidance and additional resources to help other areas develop additional plans. The UAF EOP supersedes any previous plans and precludes employee actions not in concert with the intent of this plan, or the emergency response organizations created by it. This Plan
supersedes and rescinds all previous editions of UAF s emergency operations or response plans. If the any portion of this Plan is held invalid by judicial or administrative ruling, such ruling shall not affect the validity of the remaining portions of this Plan. Nothing is this Plan should be construed in a manner that limits the use of good judgment and common sense in matters not foreseen or covered by the elements of this Plan or its appendices. Nothing in this Plan is intended, or should be construed, as creating a duty on the part of the University of Alaska Fairbanks toward any party for the purpose of creating a potential tort liability. Authorities This plan is promulgated under the authority of the Chancellor, the Provost, and the Vice Chancellor for Administrative Services of the University of Alaska Fairbanks. FEDERAL 1. Federal Civil Defense Act of 1950, Public Law (PL) 81-950 as amended. 2. The Disaster Relief Act of 1974, PL 93-288 as amended. 3. Robert T. Stafford Disaster Relief and Emergency Assistance Act, PL 93-288, as amended by PL 100-77. 4. Title III of the Superfund Amendments and Reauthorization Act of 1986 (SARA), PL 99-499 as amended. 5. Code of Federal Regulations (CFR), Title 44. Emergency Management Assistance. 6. Executive Order (EO) 12148 of July 20, 1979, as amended, Federal Emergency Management. 7. EO 12472 of April 3, 1984, Assignment of National Security and Emergency Preparedness Telecommunications Functions. 8. EO 12656 of November 18, 1988, Assignment of Emergency Preparedness Responsibilities. 9. Federal Preparedness Circular 8, June 22, 1989, Public Affairs in Emergencies. 10. Homeland Security Presidential Directive 5, February 28, 2003, Management of Domestic Incidents. STATE 1. Administrative Order, No. 228, Use of NIMS ICS and Interagency Incident Response Teams
UNIVERISTY POLICIES 1. University of Alaska Regent s Policy, Part II, Administration, Chapter V, Crisis Planning, Response, and Communications - UA Regent s Policy, April 21, 2000, P02.05.010, Crisis Planning - UA Regent s Policy, April 21, 2000, P02.05.020, Crisis Communications - UA Regent s Policy, April 21, 2000, P02.05.030, Notification Procedures - UA Regent s Policy, April 21, 2000, P02.05.060, Crisis Response Rehearsals 2. UAF Policy, Policy # 2003-002, UAF Campus Close Due to Emergency Conditions Situation and Assumptions The University of Alaska campus, students, staff, and visitors can be exposed to a number of hazards with the potential to disrupt the University, create damage, and cause casualties. The following situation and assumptions provide an overview of a potential emergency situation at the UAF and the assumed operational conditions that provide a foundation for establishing protocols and procedures. SITUATION The University of Alaska Fairbanks can vary in the number of faculty, staff, and students located on campus depending on the time of day and event. The University has a student enrollment of approximately 6,000 and a staff of approximately 1,500. The majority of these students and staff may be on campus at a given time. The number of staff on campus varies from 900-1,200 at any given time. In addition, the University of Alaska Fairbanks draws large gatherings for athletic games and or special events. A number of natural hazards can affect the University of Alaska Fairbanks campus. These include: - Earthquake - Power Plant Failure - Wildfires - Extreme/Severe Winter Weather - Volcanic Activity - Pandemics - Terroristic Events In addition, threats of technological and biological hazards, those caused by human omission or error, such as transportation accidents, hazardous materials incidents, or utility failures are also possible. A civil disturbance or terrorism incident could also occur. The UAF draws crowds to different social events which are potential targets for terrorist incidents. The global presence of University of Alaska Fairbanks business, programs, and travel to and from other regions or continents elevates the risk of exposure to communicable diseases.
ASSUMPTIONS In the event of a worst-case emergency situation, such as an earthquake, the University of Alaska Fairbanks will operate under a set of assumptions that are incorporated into this Plan. The following assumptions could apply in an emergency situation: - Critical lifeline utilities may be interrupted including water delivery, electrical power, natural gas services, telephone communications, cellular telephones and information systems. - Regional or local services may not be available. - Major roads, overpasses, bridges and local streets may be damaged. - Buildings and structures, including homes, may be damaged. - Unsafe conditions including structural and toxic environments may exist. - Damage and shaking may cause injuries and displacement of people. - Normal suppliers may not be able to deliver materials. - Contact with family and homes may be interrupted. - People may become stranded at the University as conditions may be unsafe to travel off campus. - The University will need to conduct its own rapid damage assessment, situation analysis, and deployment of on-site resources and management of emergency operations on campus, from the Campus ECC while emergency conditions exist. - Communication and exchange of information will be one of the highest priority operations at the Campus ECC. The internet/intranet may be down. Emergency Response Priorities Priorities for all emergency response at the University of Alaska Fairbanks are as follows: 1. Protection of Life - Emergency response personnel - At risk people - General public 2. Stabilization of the event - Bring the situation to a point of order - Determine course of action - Prevent the incident from expanding - Isolate the scene and deny entry 3. Protect the Environment - Confine, contain or neutralize hazardous materials that may be released - Endure, to the extent possible, that emergency response efforts do not adversely impact the environment 4. Protect University Property - Facilities used for emergency response are high priority - Facilities necessary for shelter and care of student are a high priority - Facilities used for education and operational purposes
- Critical University records, collections and research 5. Restoration of critical services, education and research programs - Services necessary for emergency response are of high priority - Service critical to the well-being of the students are of high priority - Service critical to the integrity of research projects and educational services National Incident Management System (NIMS) and the Incident Command System (ICS) The University of Alaska Fairbanks (UAF) Emergency Operations Plan (EOP) follows the requirements set forth by the National Incident Management System (NIMS.) The NIMS provides a nationwide template enabling federal, state, local, and tribal governments and private sector non-governmental organizations to work together effectively and efficiently to prevent, prepare for, respond to, and recover from domestic incidents regardless of cause, size, or complexity. Using the NIMS as the UAF enables the University to communicate and coordinate response actions with other jurisdictions and emergency response agencies. The UAF EOP also follows the Incident Command System (ICS) which is the emergency management structure used by NIMS for emergency response. Using ICS at the UAF allows for improved coordination among individual departments and agencies as they respond to an incident. The benefits of the ICS process are: 1. History - Thirty-year history of successful implementation for emergency response management in the field - Ten-year history as the International Standard for Emergency Management organization 2. Proven Best Practices in Emergency Management - Flexibility in application allows for scale-up, scale-down and transition - Team based, bundled and linked processes and cross-functional efficiency within the organization - Easy to understand for the users - Action oriented focuses on results and output - Starts and stops designed for the rapid deployment and smooth deactivation - Wide application to unique settings 3. Aligned with Adjacent and Contiguous Agencies - Standardized functions - Standardized processes
SECTION 2 Concept of Operations The Concept of Operations section provides an overview of the emergency management structure and procedures for responding to an emergency situation. More detailed information can be found in the appendices after the Basic Plan. Appendix A provides more detailed information about the Emergency Coordination Center (ECC) and other emergency response facilities; Appendix B details the University of Alaska Fairbanks Incident Command System (ICS); Appendix C includes ICS position checklists. The concept of operations provides the following information for the EOP: 1. Emergency Operations Plan Activation 2. Levels of Emergency 3. Emergency Management Structure 4. Emergency Coordination Center 5. Unified Command 6. Incident Action Plans 7. Incident Documentation 8. Media Relations 9. Deactivation Process 10. Campus Recovery 11. Campus Community: Roles and Responsibilities The role of University departments involved in emergency response will generally parallel normal day-to-day functions, however, employees may be assigned to work in areas and perform duties outside their regular job assignments. Day-to-day functions that do not contribute directly to an emergency may be suspended for the duration of an emergency. Efforts that would typically be required for normal daily functions will be redirected to accomplish emergency tasks following the ICS system. The Plan is designed to be flexible to be used in any emergency response situation regardless of the size, type, or complexity. The procedures outlined in the Plan are based on a worst-case scenario. Part or all of the components of the Plan can be activated as needed to respond to the emergency at hand.
Emergency Operations Plan (EOP) Activation This Plan is activated whenever emergency conditions exist in which immediate actions is required to: Save and protect lives Prevent damage to the environment, systems and property Initiate Incident Command System (ICS) and develop an appropriate organizational structure to manage the incident Coordinate communications Provide essential services Temporarily assign University staff to perform emergency work Invoke emergency authorization to procure and allocate resources Activate and staff the Emergency Coordination Center (ECC) Levels of Emergency There are three levels of emergency, Level I, II, and III. The higher the level of emergency the larger the scale of the event and more resources and coordination are required to manage the event. Any given level may be bypassed if necessary to allow a response to proceed directly to a higher level. As an emergency event progresses to higher levels, the stated activities of previous levels will continue to be enacted. Figure 2.1: highlights the Levels of Emergency The level of emergency will be determined by the department director/designee and the Vice Chancellor for Administrative Services (VCAS.) In the absence the VCAS, the succession of authority as listed on page 16, will apply. In addition, the following diagrams highlight both general and event specific monitoring and response procedures for the UAF in the event of an emergency. Figure 2.2: highlights the General Response Activation process Figure 2.3: highlights the Inclement Weather Monitoring process
Level of Emergency I EOP Standby II Partial/Full EOP Activation III Full EOP Activation Definition Figure 2.1 Levels of Emergency Emergency incident that Standard Operating Procedures can handle. While there may be some damage and/or interruption, the conditions are localized and the ECC does not need to be activated. The Department may open a Department Operation Center (DOC.) Once notified by the Department Head, the UAF EOP and ECC operate in standby mode in Level I. The emergency incident is severe and causes damage and/or interruption to the University of Alaska Fairbanks operations. Coordination of resources and campus services is needed to respond effectively. A partial or full activation of the University of Alaska Fairbanks ECC is needed. The University of Alaska Fairbanks may be the only affected entity. The emergency situation is a disaster condition and the UAF must fully activate the ECC to address and immediate emergency response. Emergency conditions are widespread and the UAF must be self-sufficient for a period of up to 96 to 120 hours. The UAF may request mutual assistance from the local police agencies, local fire agencies, the City of Fairbanks, the Fairbanks North Star Borough, and/or other State agencies. Action The onsite lead unit/dept. handles the situation following the leaf unit s Standard Operating Procedures. The lead unit responding to an incident is the Incident Commander (IC.) If a situation requires additional resources, the IC contacts the Department Head to help monitor the situation and to provide additional guidance. The Department Head may choose to open a DOC. If the incident has the potential to grow, the Department Head will notify UAFEM and VCAS. The UAF ECC is placed on stand-by mode. The Department Head contacts the VCAS and the UAFEM for the determination of whether to activate the UAF ECC, the UAF Incident Management Team (IMT), and the Policy Group. The VCAS designates the appropriate IC. The campus UAFEM staff sets up the ECC and calls on support staff for assistance. If activated, Policy Group representatives convene in Signer s Hall. IC in communications with VCAS and UAFEM determines necessary Incident Command Staff to report to the Incident Command Post (ICP.) The ICP will typically be collocated at the DOC. Some operations and classes may be suspended. Unified command with local police, fire, or EMS personnel may be implemented. The Emergency Operations Plan and ECC are fully activated. Normal University operations are suspended. Staff vacations and planned leaves may be terminated. The ECC coordinates efforts with the City, Borough, and/or State as needed. Unified Command is typically used to manage incident response.
Figure 2.2 Emergency Response Diagram Crisis or Disaster Occurs INCIDENT COMMANDER (IC) REQUESTS ACTIVATION: IC requests full activation of EOP & ECC from VCAS VCAS notifies Policy Group representatives ACTIONS: ECC Coordinator and support staff stands up ECC IC determines Incident Command Staff to report to ECC Policy Group Representatives convene CONTINUE MONITORING EVENT NO LEAD UNIT RESPONDS Serves as Incident Commander (IC) on scene ACTIONS Notify UAF Emergency Management (UAFOEM) of situation Notify Vice Chancellor of Administrative Services (VCAS) PRIMARY ASSESSMENT QUESTIONS Are Standard Operating Procedures no longer able to manage the incident? Are lives threatened? Is there significant property damage? Are people or the environment at risk? Are specialized emergency services needed (i.e. search and rescue, inspections, emergency first aid?) Are outside mutual aid services needed from City, Borough, or State? Do we need to immediately coordinate multiple UAF departments and auxiliaries? Is immediate emergency public information needed? YES NO PROCESS: ECC Monitors and manages campus-wide emergency response actions & coordinates resources throughout emergency response ASSESSMENT QUESTIONS: Are outside mutual services needed? Does this require proclamation of disaster? PROCESS: Coordinate with City, Borough, and/or State ACTIONS: Complete incident information and status reports MONITOR THE INCIDENT Incident Commander (IC) Overview: The following university positions on Campus will typically assume the IC position for the following events: Law Enforcement/Fire/Public Safety Issue: UAF: Police or Fire Dept Utilities/Power Loss/Storm Damage: UAF: Associate Vice Chancellor, Facilities Services and Safety Biohazard/HazMat/Public Health/Infectious Disease/Chemical or Radiological Hazard: UAF: Director, Environmental Health & Safety or Director, Health and Counseling Center Student Crisis & Emergencies/ Student Death(s)/Student Demonstrations/ Bias Incidents: UAF: Associate Vice Chancellor, Student Life ASSESSMENT QUESTIONS: Is the incident over? YES DEACTIVATE ECC: IC, IC Staff, UAFEM staff debrief NO
INCLEMENT WEATHER IS PREDICTED: Activate PRIMARY TEAM to monitor the weather & campus PRIMARY TEAM: Facilities and Safety (FS) University Police (UPD) UAF Emergency Management (UAFEM) ACTIONS: Department directors name dept. lead and alternate for the situation. Designated dept. leads communicate via e-mail or phone to assess situation. Communicate with City and school districts on situation. Establish situation monitoring log (e.g., simple e-mail string) PRIMARY ASSESSMENT QUESTIONS: Is there an immediate of future life safety threat to campus, city, or region? Are there immediate or future transportation concerns on campus, cities, or borough? Is there a potential for power loss on campus? Is there damage to campus or potential for damage? YES NOTIFY SECONDARY TEAM SECONDARY TEAM MEMBERS: Administrative Services (VCAS) Public Information (PIO) Human Resources (HR) Registrar ACTIONS: Brief secondary team members on current situation. Decide if campus should stay open, close, delay start, cancel events, or early release. PIO, HR, and/or Registrar to develop and release information to students, staff, faculty, and media regarding UAF plan of action and post to UAF Website Ask VCAS to pre-designate Incident Commander Place ECC on Stand-by for (Level I Emergencies) NO MONITOR CAMPUS CONDITIONS & WEATHER PRIMARY TEAM: Monitoring Roles & Responsibilities Facilities and Safety: Monitor campus condition situation Follow standard operating procedure for inclement weather Notify critical staff to be ready for call op Report information to PRIMARY TEAM University Police Assess campus condition from safety standpoint. Follow stand operating procedures for inclement weather. Monitor NOAA updates in non-business hours. Report information to PRIMARY TEAM Emergency Management Monitor NOAA local and state forecast Communicate with Borough, school district, and other partners Provide NOAA updates to PRIMARY TEAM Establish situation monitoring log Report information to PRIMARY TEAM PRIMARY TEAM reconvenes to assess situation as needed based on new data and/or reports. SECONDARY ASSESSMENT QUESTIONS: Is there severe damage to campus? NO Figure 2.3 UAF Inclement Weather Monitoring YES Is there siginificant interruptoion to campus operations? Is coordination of campus resources and services needed to respond effectively? INCIDENT COMMANDER (IC) REQUESTS ACTIVATION: IC requests full activation of EOP & ECC from VCAS VCAS notifies Policy Group representatives ACTIONS: ECC Coordinator and support staff stands up ECC IC determines Incident Command Staff to report to ECC Policy Group Representatives convene PROCESS: ECC Monitors and manages campus-wide emergency response actions & coordinates resources throughout emergency response ASSESSMENT QUESTIONS: Are outside mutual services needed? Does this require proclamation of disaster? PROCESS: Coordinate with City, Borough, and/or State ACTIONS: Complete incident information and status reports MONITOR THE INCIDENT ASSESSMENT QUESTIONS: Is the incident over? YES DEACTIVATE ECC: IC, IC Staff, UAFEM staff debrief NO
Emergency Management Structure Emergency response activities at the University of Alaska Fairbanks are directed under the authority delegated to the UAF Incident Command System s IC. The UAF Incident Commander (IC) will report directly to the Vice Chancellor for Administrative Services (VCAS.) UAF Policy Group The Policy Group provides direction in making strategic policy decisions for any incident that impacts the University s ability to perform its critical business and academic functions. The Policy Group is chaired by the Chancellor of the University of Alaska Fairbanks. The Policy Group convenes in the Signer s Hall (Chancellor s conference room) or designated area associated with the ECC during Level III emergencies and as needed in Level II emergencies. UAF Chancellor Succession of Authority To maintain emergency management functions and an orderly continuation of leadership in an emergency situation, the following succession of authority applies if the University Chancellor is unavailable: 1. Executive Officer, Chancellor Office 2. Provost 3. VC for Admin Services Vice Chancellor for Administrative Services (VCAS) The VCAS is the designated authority that works on behalf of the Policy Group to make emergency response decisions. The VCAS has the following responsibilities: Until the Incident Commander (IC) is determined, approve all emergency notification messages. Makes the final determination as to who is designated as the IC for each emergency that is elevated to Level II or III. Determines the level of emergency using the criteria outlined in Figure 1. Determines if the UAF ECC is partially or fully activated. Cancels planned leaves and vacations for Level II and Level III emergencies. Vice Chancellor for Administrative Services Succession of Authority
To maintain emergency management functions and an orderly continuation of leadership in an emergency situation, the following succession of authority applies if the VCAS is unavailable: 1. Associate Vice Chancellor for Financial Services 2. Director, UAF Human Resources 3. Associate Vice Chancellor for Facilities and Safety 4. Executive Officer for Admin Services UAF Incident Command System The EOP follows the structure of the Incident Command System (ICS) for managing a response. There are three functional areas in the ICS structure: (1) Incident Commander (IC), (2) Command Staff, and (3) General Staff. The IC supervises the Command Staff and General Staff and is responsible for emergency response activities and efforts. (See Figure 2.3 for UAF Incident Command System diagram) In most Level II and Level III emergencies, the Incident Commander, Command Staff, and Section Chiefs in the General Staff will report to the Incident Command Post (ICP) (the ICP maybe collocated with the DOC) or the ECC if activated. University of Alaska Fairbanks Policy Group VCAS Incident Commander Public Information Officer Liaison Officer Safety Officer Command Staff ECC Director and Support Staff Student Affairs Operations Section Planning Section Logistics Section Finance & Admin Section General Staff Figure 2.4 UAF Incident Command System (ICS)
Incident Commander The Incident Commander (IC) manages all emergency activities, including development, implementation, and review of strategic decisions, as well as post event assessment. The Incident Commander is the authority for all emergency response efforts and serves as supervisor to the Public Information Officer (PIO), Liaison Officer, Safety Officer, ECC Coordinator and Support Staff, Operations Chief, Planning Chief, Logistics Chief, and Finance and Administration Chief. The Incident Commander may retain any or all of the positions in the Command and General Staff depending on the complexity of the event. The Incident Commander communicates closely with the VCAS. The Incident Commander determines the location of the Incident Command Post (ICP). Depending on the scale of the event the ICP may be collocated with the Department Operations Center (DOC). If the event continues to expand and the Emergency Coordination Center (ECC) is activated, then the ICP staff and functions would move to the ECC. Establishing an Incident Commander The Incident Commander (IC) will vary depending on the situation. The IC may not always be the highest ranking individual at the University but rather an individual with the specific skills, knowledge base, and training needed to respond to the specific situation. When an incident occurs the initial IC will be established from the responding resources on-scene and communicated to the Department Head. During a more complex incident, a person with higher qualifications may be sent to by the Department Head to assume command, or the VCAS may designate an IC. The on-site University of Alaska Fairbanks IC will provide a situation status briefing to an IC assuming command. Incident command may be carried out by a Unified Command established jointly by units and/or agencies that have direct functional or jurisdictional responsibility for the incident. The following University positions on campus will typically assume the Incident Commander position for Level II or Level III incidents. Succession lines for each department are also included: Law Enforcement / Public Safety Issue: University of Alaska Fairbanks: 1. Police Chief, University Police 2. Investigator, University Police 3. Lieutenant, University Police 4. Sergeant, University Police
Fire / EMS: University of Alaska Fairbanks: 1. Fire Chief, University Fire 2. Fire Marshal, University Fire 3. Battalion Chief*, University Fire City of Fairbanks Fire / EMS, local volunteer fire dept. * University Fire has three (3) shifts that has its own Battalion Chief. Facilities and Safety: University of Alaska Fairbanks: 1. Associate Vice Chancellor for Facilities and Safety 2. Director, Facilities Services 3. Operations Superintendent, Facilities Services 4. Safety Officer, Facilities Services Biohazard/Chemical or Radiological Hazard/ Public Health*/Infectious Disease*: University of Alaska Fairbanks: 1. Director, Environmental Health and Safety 2. Radiation Safety Officer, Environmental Health and Safety 3. Safety Officer, Environmental Health and Safety *for Public Health / Infectious Disease events, Environmental Health & Safety would be in Unified Command with the Director of the University Health and Counseling. Fairbanks North Star Borough HAZMAT Response Team Student Crisis & Emergencies / Student Death(s) / Student Demonstrations / Bias Incidents: University of Alaska Fairbanks: 1. Vice Chancellor for Student and Enrollment Services 2. Associate Vice Chancellor for Student Life 3. Associate Vice Chancellor for Student Services The Incident Commander (IC) is responsible for the overall management of the incident and all activities / functions until the IC delegates and assigns them to Command or General Staff. The Incident Commander is responsible for the following tasks: - Providing overall leadership for incident response
- Assessing incident situation - Establishing incident objectives - Developing the Incident Action Plan (in conjunction with General Staff Section Chiefs when General Staff is activated) - Initiating Incident Command System: developing an appropriate organizational structure and delegating authority / functions to others. A Deputy Incident Commander 2 may be designated to: - Perform specific tasks as requested by the Incident Commander - Perform the incident command function in a relief capacity - Represent an assisting agency that shares jurisdiction Command Staff Command Staff report directly to the Incident Commander. Positions include the Public Information Officer, Liaison Officer, and Safety Officer. Some events may require a Student Affairs Officer position. (See Appendix B: UAF Incident Command System for more details on the Command Staff.) Current lines of succession are provided for each postion. Public Information Officer (PIO) The PIO is responsible for relaying incident related information to the public and media and with other agencies. This position is always activated in a Level II or Level III emergency and as needed in Level I situations. 1. Director, Marketing and Communications 2. Senior Public Information Officer, Marketing and Communications 3. Communications Manager, Marketing and Communications Liaison Officers The Liaison Officers are responsible for coordinating with external partners, such as city, borough, state, or federal agencies, and public and private resources groups, as well as internal university groups such as the Anchorage or Juneau campuses and the University of Alaska Statewide Office. Policy Group 1. Executive Officer, Chancellor s Office 2. Vice Provost, Office of the Provost 2 Note that if a deputy is assigned, he or she must be fully qualified to assume the Incident Commander s position.
3. Director, EHS&RM Safety Officer The Safety Officer monitors, evaluates and recommends procedures for all incident operations for hazards and unsafe conditions, including the health and safety of emergency responder personnel. The Safety Officer is responsible for developing the site safety plan and safety directions in the Incident Action Plan (IAP). 1. Director, Environmental Health and Safety 2. Radiation Safety Officer, Environmental Health and Safety 3. Safety Officer, Environmental Health and Safety 4. Safety Officer, Facilities Services Student Affairs Officer The Student Affairs Officer is responsible for coordinating activities to assist students in establishing vital communications with family and loved ones when Level II or III emergencies occur on campus. 1. Associate Vice Chancellor for Student Life 2. Director, Residence Life 3. Director, Auxiliary Services General Staff The General Staff is comprised of four sections: (1) Operations, (2) Planning, (3) Logistics, and (4) Finance and Administration. Each section is headed by a Section Chief and can be expanded to meet the resources and needs of the response. Section Chiefs report directly to the Incident Commander. (See Appendix B: UAF Incident Command System for more details on General Staff.) Operations Section The Operations Section is responsible for managing all incident specific operations of an emergency response. Planning Section The Planning Section is responsible for collecting, monitoring, evaluating, and disseminating information relating to the response effort. They are responsible for the development, maintenance and distribution of the Incident Action Plan (IAP.) Logistics Section The Logistics Section is responsible for procuring supplies, personnel, and material support necessary to conduct the emergency response (e.g.
personnel call-out, equipment acquisition, lodging, transportation, food, etc.) Finance and Administration The Finance and Administration Section is responsible for purchasing and cost accountability relating to the response effort. This section documents expenditures, purchase authorizations, damage to property, equipment usage, and vendor contracting, and develops FEMA documentation.
Emergency Coordination Center (ECC) Emergency situations that require extensive coordination of resources, personnel, and information sharing will be managed in part or in full from the Emergency Coordination Center (ECC.) The Emergency Coordination Center is the centralized facility where emergency response and recovery activities are planned, coordinated, and delegated. The ECC will operate on a 24 hour, 7-day basis during extended events with rotating shifts until the event is over. The ECC will be supervised by an ECC Director. The ECC Director will be the UAF Emergency Management Coordinator or designee. The ECC may serve as the Incident Command Post (ICP) when activated. The Incident Commander determines when the incident no longer needs coordination from the ECC. Normal shift rotation is 12 hours on 12 hours off. Detailed information about the ECC can be found in Appendix A: Emergency Coordination Center. ECC Locations: PRIMARY (located on campus): Hess Rec Center, MBS Building (741 Yukon Drive) ALTERNATE (located on campus): Wood Center Ballroom, Wood Center (505 South Chandalar Drive) ALTERNATE (located off campus): UPark Room 111, Old University Park Building (1000 University Avenue) ECC Activation The ECC will be activated during any situation that requires the immediate coordination of multiple University departments and auxiliaries. The Vice Chancellor for Administrative Services has the authority to activate the ECC. If the VCAS is unavailable, the Succession of Authority on page 16 shall be used. The degree to which the ECC is activated depends on the need for coordination and communication between internal and external interest. Once the ECC is activated, the ECC Director reports immediately to the designated ECC. The ECC Director is responsible for preparing the ECC facility for operation and checking staff into the ECC. As a standard practice the Command and General Staff Section Chiefs will report to the ICP to assume emergency response roles in a Level II or III emergency or event. The IC will determine which University of Alaska Fairbanks staff report to the ICP and which staff report to their normal workstations to coordinate response efforts.
Command Staff and General Staff are required to check-in with the ECC Director upon arrival at the ICP. If a staff member is unavailable in an emergency, the ECC Director will coordinate with the IC to designate alternate staff positions based on the need.
Unified Command (UC) A Unified Command is used when more than one agency within the incident jurisdiction are working together to respond to an incident. In many emergency situations the University will work with local response agencies in a Unified Command Structure. In a Unified Command situation, the VCAS, in consultation with the department director/designee, will determine who will serve as the Joint Incident Commander representing the University. The University Fire / EMS Department will assume the role of Lead IC for any fire, rescue, EMS, mass casualty incident, or hazardous materials event that happens on campus and requires mutual assistance from any local fire, EMS, or HAZMAT agencies. The University Police Department will assume Lead IC for any event that happens on campus and requires mutual assistance from any local law enforcement agencies. When both University Fire Department and University Police Department respond to the same incident they will determine who IC is or if a Unified Command approach is needed. University of Alaska Fairbanks personnel and resources would be integrated into appropriate ICS positions. At the very least the need for a liaison person from the affected University of Alaska Fairbanks department should be anticipated, and under most circumstances, will be requested. The outgoing on-site IC will provide a situation status briefing to the incoming IC assuming command. Transfer of Command Transfer of command is the process of moving the responsibility for incident command from one Incident Commander to another. Transfer of command may take place for many reasons, including: - A jurisdiction or agency is legally required to take command - Change of command is necessary for effectiveness or efficiency - Incident complexity changes - There is a need to relieve personnel on incidents of extended duration - Personal emergencies - Agency administrator / official directs a change of command A main feature of ICS is a procedure to transfer command with minimal disruption to the incident. This procedure may be used any time personnel in supervisory positions change. The following three key procedures should be followed whenever possible: - The transfer should take place face-to-face - The transfer should include a complete briefing - The effective time and date of the transfer should be communicated to all personnel who need to know, both at the scene and elsewhere.
The transfer of command briefing should always take place. The briefing should include the following essential elements of information: - Situation status - Incident objectives and priorities based on the IAP - Current organization - Resource assignments - Resources ordered and en route - Incident facilities - Incident communications plan - Incident prognosis, concerns, and other issues - Introduction of Command and General Staff members Incident Action Plan An Incident Action Plan (IAP) is written or verbal strategy for responding to the incident developed by the Incident Commander and Sections Chiefs in the General Staff. A written IAP is not for smaller incidents. In those cases the Incident Commander can verbally communicate response strategy to the University of Alaska Fairbanks Incident Command System. In larger emergency situations a written IAP will be more effective. A written IAP should be considered when: Two or more jurisdictions are involved in the response A number of ICS organizational elements are activated (typically when General Staff Sections are staffed) A HazMat incident is involved (required) Developing and Incident Action Plan In larger emergency situations the Incident Commander and Section Chiefs in the General Staff will meet immediately to develop the IAP. The Planning Section Chief is responsible for the writing, maintenance, and distribution of the IAP. The Operations Chief will delineate the amount and type of resources needed to accomplish the plan. The Planning Section, Logistics Section, and Finance and Administration Section will have to work together to accommodate those needs. The Planning Section is responsible for writing and maintaining the Incident Action Plan. The IAP will include standard forms and supporting documents that convey the IC s intent and the Operations Section s direction for the accomplishment of the plan. The Planning Section will communicate with other section Chief any materials and documentation needed to develop the plan. The IC approves the written IAP.